Printed on: 04/11/2021. Please go to http://policy.umn.edu for the most current version of the Policy or related document.
University of Minnisota  Procedure

Minnesota Government Data Practices Act - Procedures for Requesting Information from the University of Minnesota

Administrative Procedure

The Minnesota Government Data Practices Act ("MGDPA") requires that every state agency appoint a "responsible authority" who will "establish procedures to insure that requests for government data are received and complied with in an appropriate and prompt manner." The Data Access and Privacy Office reports to the Office of General Counsel.The University has given that responsibility to the Data Access and Privacy Office (DAP).  The Office, established in 1996 as the Records and Information Management office, serves as the University's "responsible authority" under the state public records law and also is responsible for developing, implementing, and coordinating a University-wide records management program.  

Routine Requests for Public Information

Many routine requests for public information can be obtained by contacting the following units. General information regarding students is covered in Board of Regents Policy: Student Education Records.

Academic/Student Records - Office of Registrar

CampusAddressPhone Number/Email/Web
Crookston University of Minnesota, Crookston
Office of the Registrar
9 Hill Hall
2900 University Avenue
Crookston, MN 56716
218-281-8548
umcreg@umn.edu
Duluth One Stop Student Services
University of Minnesota, Duluth
1117 University Drive, 23 SCC
Duluth, MN 55812
218-726-8000
umdhelp@d.umn.edu
Morris One Stop Student Services
University of Minnesota, Morris
105 Behmler
600 East 4th Street
Morris, MN 56267
320-589-6046
ummonestop@morris.umn.edu
Rochester University of Minnesota, Rochester
One Stop
300 University Square
111 South Broadway
Rochester, MN 55904
507-258-8069
Twin Cities OneStop Student Services
University of Minnesota
200 Fraser Hall
106 Pleasant St SE
Minneapolis, Mn 55455
612-624-1111
https://onestop.umn.edu/

Human Resource and Purchasing Requests

System-Wide Requests

Type of RequestResponsible OfficeLocationPhone and Fax
Employment Verification - AUTOMATED VERIFICATION SERVICE FOR FINANCIAL PURPOSES (mortgages, etc.) Office of Human Resources www.theworknumber.com 800-367-5690 (University’s employer code is 12278.
ALL Other Employment Verification Office of Human Resources Contact Center ohr@umn.edu Office of Human Resources 319 15th Avenue S.E. 200 Donhowe Minneapolis, MN 55455 612-624-8647
Salary Verification Payroll Services payforms@umn.edu Central Payroll University of Minnesota 1300 S. 2nd Street 545 WBOB Minneapolis, MN 55454 612-624-8647
Contract/Bid Awards Purchasing Services purchase@umn.edu Purchasing Services University of Minnesota 1300 S. 2nd Street 277 WBOB Minneapolis, MN 55454 612-624-2828

Public Reports on the Web

The University of Minnesota publishes many statistical and informational reports on the website. See Appendix: Commonly Requested Public Information Links.

Data Requests

The University of Minnesota uses an online portal to manage public information requests. Please go to the Data Request Center website to complete and submit the Request for Information form. If there are questions concerning the data request process, please contact the unit listed below.

CampusDepartment/AddressPhone/Email
Systemwide University Public Relations

University News Service Relations
3 Morrill Hall
100 Church Street S.E.
Minneapolis, MN 55455
612-624-5551
unews@umn.edu
Crookston Cassandra Morthera Navarette
Marketing and Communications Professional University of Minnesota - Crookston
2900 University Avenue
Crookston, MN 56716
218-281-8432
morth004@crk.umn.edu
Duluth University Marketing and Public Relations 302 Darland Administration Bldg
1049 University Drive
Duluth, MN 55812
218-726-6140
umdnews@d.umn.edu
Morris Allison Friedly
Marketing and Communications Manager University of Minnesota - Morris
600 East Fourth Street
Morris, Minnesota 56267
320-589-6414
afriedly@morris.umn.edu
Rochester University of Minnesota - Rochester
111 South Broadway
Rochester, MN 559041-877-280-4699
umrdatateam@r.umn.edu
Twin Cities University Public Relations
University of Minnesota - Twin Cities
University Relations
3 Morrill Hall
100 Church Street S.E.
Minneapolis, MN 55455
612-624-5551
unews@umn.edu

How the University responds to public data requests

  1. Data requests must be submitted through the online portal at the Data Request Center.  All requests submitted through the online portal will be acknowledged and processed through the portal.  If the data is not available, the requester will be notified through the portal as soon as reasonably possible.
  2. If the data are available, but the data are not public, the requester will be notified and told why the data are being withheld as soon as reasonably possible through the portal.
  3. The DAP Office will work with requesters on a time frame for response, and help narrow the request as much as possible in order to provide the information requested as soon as possible.  Requesters should understand that the University of Minnesota is a large, decentralized entity, and that information they have requested may need to be gathered from several departments or units.
  4. Searches for email can only be done on an individual account basis. We are not able to search emails on a University-wide basis, e.g. by a specific college or unit for emails.  Requests to search more than one University employee’s email must be submitted as individual requests and include the employee name and email address. 
  5. Processing of requests will be prioritized based on the size and complexity of the request with smaller, targeted requests being processed first. Requesters submitting multiple requests can prioritize their requests.

Charging for copies of public data

  1. Charges for copies of data will follow the law. For 100 or fewer paper copies, the charge is $.25 per copy. For other types or amounts of copies, the charge will vary. The law authorizes entities to charge the cost of searching for, retrieving, copying and transmitting the data. This may include employee time, materials, and mailing costs. The Responsible Authority will respond to the requester with an estimate of the charges for the copies. For the purposes of determining copy costs, multiple requests made within the same 21 day period will be treated as one request, including requests from multiple requesters from the same organization. Charges must be paid in full prior to the receipt of the copies with advance payment being required for any requests over $50.00. Charges must be paid by check, made out to the Regent’s of the University of Minnesota.

Inspection at a University office

  1. Data may be looked at (inspected) at no cost. The University will work with requesters to arrange reasonable times/places for data inspection.  In the case of large requests, requesters will be given no less than 4 hours per month of inspection time at a University office.

Summary data

  1. Summary data means reports or statistical data derived from private data and from which all identifying information is removed. Under M.S. 13.05, subd. 7 the requester must pay the costs of preparing summary data, which may include employee time, materials, and programming costs. If charges are necessary, DAP will inform the requester (1) whether it is possible to produce summary data without compromising confidentiality, and (2) if so, the estimated costs for producing the summary data. Charges must be paid in full prior to the information being processed.  Charges must be paid by check, made out to the Regents of the University of Minnesota.

How to request information about yourself

  1. Individuals who are the subjects of data have certain rights under Minnesota state law. Additional information is available in Information on Rights of Subjects of Government Data.

Standing requests

  1. Standing requests for data that do not exist at the time of the request will be honored for 60 days, after which they must be renewed to ensure that the requester is still interested in receiving the data.

Keeping Data Secure

  1. The University of Minnesota has policies and procedures relating to the privacy and security of information. These policies can be found in the Information Technology section of the Univerisity policy library. 
  2. In the unfortunate event that a security breach has occurred and an unauthorized person has gained access to private data on individuals, those persons will be notified as required by law.

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